Finance and Admin Executive

JOB PURPOSE

Provide administrative and finance support to Base Management Operations.

JOB SUMMARY

Finance

1. Accounts Payable (AP)

• Manage the end-to-end accounts payable process from invoice receipt to payment.
• Review supplier invoices for completeness, supporting documents, and authorized approvals.
• Process supplier invoices accurately in the accounting system (SAP).
• Monitor supplier ageing and ensure payments are made within agreed credit terms.
• Prepare payment schedules and unpaid bills listings.
• Liaise with suppliers and internal departments to resolve invoice discrepancies and payment-related issues.
• Issue payment advice and proof of payment to suppliers.

2. Accounts Receivable (AR)

• Prepare and issue month End Flying Report & Reimbursable cost for BM Review & communicating with HQ team for Final Invoice submission.
• Data compilation – to close discussion with others department for Monthly Report readiness.
• Investigate claims or any payment discrepancies and assisting HQ team on Coordinate with customers and internal departments to resolve billing and collection issues.
• Support cash flow management by ensuring timely collection of outstanding balances.
• Other AR function as requested

4. Financial Reporting & Reconciliation

• Perform supplier and customer account reconciliations.
• Assist in month-end and year-end closing activities. Such as Year End Stock Take.
• Prepare schedules and supporting documents for management reporting and financial statements.
• Assist with internal and external audit requirements.

5. Petty - Cash Management

• Assisting BM or equivalents in monitoring daily petty-cash inflows and outflows.
• Support payment planning to ensure adequate Petty- cash availability.
• Maintain proper records of receipts, payments, and banking transactions.

6. Stakeholder Management

• Act as the primary liaison for supplier and customer finance-related enquiries at base level.
• Coordinate with Procurement, Operations, Administration, Human Resources, and other departments on financial matters.
• Maintain professional relationships with external vendors, customers, and business partners.

7. Compliance & Process Improvement

• Ensure compliance with company policies, accounting standards, and internal control procedures.
• Identify opportunities to improve finance processes and enhance operational efficiency.
• Support system enhancements, automation initiatives, and finance improvement projects.

8. Document Management

• Maintain proper filing of invoices, payment vouchers, receipts, customer invoices, and supporting documents.
• Ensure financial records are complete, organized, and readily available for audit and regulatory purposes.

9. Other Duties

• Support ad hoc finance assignments and management reporting.
• Perform other accounting and finance-related duties assigned by Base Manager or Head of Finance (At Base level or HQ).

10. Staff Claims & Staff Advances

• Review and verify staff claims.
• Ensure compliance with company policies and supporting documentation requirements.
• Liaise with the Administration Department to resolve discrepancies and facilitate timely reimbursement.

Administration Support

• Coordination with HQ on road tax, bank guarantee, insurance renewal, approval for company vehicles, and tow truck.
• Handle on company vehicles transport movement.
• Oversee the preparation, review on contracts related to PPE Purchasing or other services related to base requirements
• Coordinate and organizing meetings, audit visits and company events.
• Handle the acquisition, distribution and storage of equipment and supplies.
• Assist Admin HQ on Asset Disposal
• A member of the base Safety Action Group (SAG) and assist to close the monthly Q-Pulse findings.
• Ensure contracts, insurance requirements are in place.
• Monitor requisition and maintenance building and hangar, vehicles maintenance, compressors, overhead cranes, firefighting inspections, generator set servicing, furniture, tow truck maintenance, office furniture, telephone systems, and keys management.

HR Administration Support

• Collect and coordinate with HQ on WOP/WOR / staff claims / overtime / daily rated allowance  claims
• Coordinate with HQ for training arrangements
• Recruitment – Coordinate Interview arrangements & resignation process at the base
• Coordinate onboarding and collect documents to send to HQ
• Assist with work permit/ visa document compilation
• Arrange appointment/issue GL for employment medical check-up /offshore medical check-up for staff
• Others task as instructed and requested by superior

QUALIFICATIONS AND EXPERIENCE

• Candidate must possess a degree

• Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.

• 3 - 5 years of relevant working experience in a similar role

KNOWLEDGE AND SKILLS REQUIRED

• Basic usage of computer. Simple data entry knowledge is mandatory
• SAP
• Microsoft Excel, Word, Power Point and Outlook